When manually applying EOBs, it is quite easy to make a mistake and misapply an amount to a ledger.
If you have an EOB payment to apply in TotalMD, you would first go to the Payment screen, or start in the ledger of the first patient on the EOB. In this example, we will start in the Payment screen:
You will then choose New Payment to the left:
There are then several areas that you must fill in or make choices to fill. You will start with the Type of payment, which will be Insurance, in this case:
You will then select who the payment is from by choosing the Insurance Code:
Then you will choose the payment type:
The system will add the description, however, it can be changed if you wish. You will want to add the Check Number. Then you will add the entire dollar amount of the EOB, as TotalMD will allow you to post multiple payments on one EOB to different patients:
You can also add a note prior to clicking Distribute to the left is you choose:
This will allow you to choose your first patient on the EOB:
Once you choose your patient, you will see all outstanding charges in their ledger:
You can now distribute amounts to this patient:
You can then Post Payments to the left:
You will then choose your next patient to distribute funds to:
You will now see their ledger:
So, we have $75.00 left to distribute. If a mistake is made on one line, it will show the left over amount, however, if the mistake is not made at the end of the distribution process, you could get to the end of distribution and find a leftover amount such as this:
If you do not notice it right away and go ahead and Post and Close to the left:
You will discover the remaining amount in the Insurance Batch Entry screen:
Rather than looking at both the paid amounts and the insurance adjust amounts, to simplify the process, go to the bottom left-hand side of the screen and uncheck Adjustments:
This will show only the payments that you distributed. You can then compare your EOB to the entered claims and double-click on the appropriate entry to correct it:
This brings you to the Insurance Payment/Adjustment Entry screen:
At this time, you can adjust the amount that your originally entered into the ledger screen:
Once you have made your adjustment, you will Save Changes to the left:
You will then see a pop-up that gives you the option to adjust the check amount, which in this case, we do not want to do:
You will then see the full amount distributed and no Unapplied Amount:
You will then Close Screen to the left and you are finished.
If you have questions regarding this functionality of TotalMD, please contact our support or training departments at 800-613-7597 Option 2 for Support or Option 3 for Training. If you would like a printable copy of this article, please contact Training at Option 3.